EXECUTIVE ASSISTANT

JOB PURPOSE

• 
  To Manage, Coordinate and Execute various administrative functions of the designated Chiefs Office and execution of any other task entrusted by the Line Manager.

• This professional role shall be presented at middle and senior management forums and will be dealing with both Internal colleagues and external Visitors/ Stakeholders on behalf of the Line Manager and the management team.

• Provide professional assistance to Line Manager and team members and is often trusted with complex duties and sensitive information, producing reports & presentation.

• In addition to general administrative work, this role is in charge of scheduling meetings, taking minutes during sessions and follow up with Dept's executive leadership.

• Responsible to ensure the smooth-running of the office by working on a one-to-one basis and being the point of contact with the Management, but also on a wider basis with internal and external clients

MAIN DUTIES

Financial Management:

• Maintenance of records for future audits in line with Documents Retention Policy.

• Coordinate Project Management activities for related projects and act as single point of contact for the division.

Office Administration and Documentation Management:

• Support Line Manager in daily administrative and operational activities.

• Review of updated Manuals at periodic intervals to verify its relevance and for future audit purpose.

• Establish Office administrative procedures and implement approved best practices.

• Maintain a good data base and all relevant files of various communications received and sent to various Internal & External parties from CXXO Office.

• Execute effective required controls over incoming and outgoing emails, letters, circulars, memos, SOPs and Manuals relevant to CXXO Office functions.

• Administer circulation of circulars to relevant distribution list parties

• Support Line Manager with draft letters concerning department subjects.

• Department related HR matters.

• Maintaining the current filing and database system and looking for ways to improve the current systems.

Reports and Database Management:

• Collect relevant data from departments for submission of necessary reports to senior management.

• Organize, collect and compile reports that are received at an adhoc basis when requested by CEO Office and / or various internal / external stakeholders.

• Other adhoc reports as requested by executive management in a timely manner.

Management of Meetings/Conferences/Workshops:

• Plan, manage and organize meetings/conferences and travel plans for Line Manager.

• Prepare relevant presentation material in terms of concepts, processes and documents as desired by Line Manager in close consultation with senior Leadership team.

• Prepare and coordinate follow up actions within department team as directed by Line Manager.

• Organize and coordinate the end to end activities for various team workshops.

Skilled Support/ Other tasks:

• Professional assistance to senior management members within the team.

• Execution of Complex duties as entrusted by CXXO and dealing with sensitive/confidential information pertaining to business with high levels of integrity.

• Ensure compliance and adherence to organization policies by all departments and bring to the notice of CXXO of any deviations.

Education & Experience

• 
  Bachelors Degree holder

• Should have a total experience of 5 years in a similar role and knowledge.